Company Description
Emirates Electrical & Instrumentation Company LLC is a proud member of the Ghobash Group. For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services.
Job Description
- Establish and maintain an effective document control system for the project.
- Receive, log, and distribute incoming project documentation in a timely manner.
- Ensure accurate filing, storage, and retrieval of documents, both in physical and electronic formats.
- Implement and enforce document control procedures to maintain consistency and compliance.
- Provide administrative assistance to the project management team.
- Coordinate meetings, prepare agendas, and document minutes.
- Manage travel arrangements, accommodations, and itineraries for project personnel.
- Assist in the preparation and formatting of reports, presentations, and project documentation.
- Facilitate effective communication between project team members and external stakeholders.
- Ensure timely distribution of project-related information and updates.
- Serve as a point of contact for document-related inquiries and revisions.
- Conduct regular audits to verify the accuracy and completeness of project documentation.
- Collaborate with project teams to address and rectify any document control issues.
- Work closely with various departments to collect and compile project information.
- Coordinate with vendors, subcontractors, and other external parties to gather and manage project documents.
- Maintain regular communication with clients to understand project needs related to Letters of Authorization.
- Address client inquiries and provide timely updates on LOA status and renewal processes.
- Collaborate with the client to gather necessary information for LOA submission.
- Prepare and submit LOA applications in accordance with project specifications.
- Ensure compliance with client-specific procedures and requirements during the LOA acquisition process.
- Proactively monitor LOA expiration dates and initiate timely renewal processes.
- Coordinate with clients for any additional documentation or information required for the renewal.
- Follow up on LOA renewal submissions and ensure timely approval.
Qualifications
- Bachelor's degree or equivalent.
- Minimum 3–5 years of experience as a Document Controller in Oil & Gas industry.
- Familiarity with engineering documents, technical drawings, RFIs, submittals, and vendor documentation.
- Good understanding of document control procedures and workflow processes.
- Strong organizational and communication skills.
- Ability to work under pressure and manage multiple priorities.
Additional Information
Skills & Professional Requirements
- Proficient in document management software e.g. SharePoint, ACONEX or other EDMS.
- Strong computer skills including knowledge of Microsoft office products, specifically Outlook, Excel, PowerPoint, and Word.
- Familiarity with industry-specific standards and regulations.
Attributes and Behaviours
- Strong organizational and multitasking skills.
- Attention to detail and a commitment to maintaining confidentiality.
- Ability to work with tough deadlines and under pressure
- Excellent communication and interpersonal abilities.
